Administrative Specialist - Working Student (m/f/d)

About Care Forward:

Care Forward is an educational institution that aims to strengthen the German healthcare system and create opportunities for healthcare workers. Our goal is to qualify, further educate, prepare domestic and international healthcare workers for the job market, and integrate them into the German workforce. We believe in a future in healthcare where people can realize their potential and fulfill their ambitions. Through the use of cutting-edge technologies and partnerships with various public institutions, Care Forward is able to offer individualized and scalable programs that both attract new talent to healthcare professions and empower healthcare professionals to successfully advance their careers.

Certified - Quality-Focused - Tech-Forward

Our Team:

We are a passionate, multinational team of motivated and compassionate individuals dedicated to improving lives by addressing the global shortage of skilled healthcare workers in Germany. Our highly collaborative and diverse environment fosters direct and constructive feedback, valuing differing opinions while encouraging individual initiative and responsibility.

We work quickly, testing new ideas with confidence in overcoming challenges. Since 2021, Care Forward has upskilled and certified hundreds of international nurses, helping them start new lives in Germany while enhancing the quality of care at over 30 leading healthcare facilities.

Our Purpose:

We have set the goal of qualifying, further educating, preparing domestic and international healthcare workers for the job market, and integrating them into the German labor market. We believe in a future in healthcare where people can realize their potential and fulfill their ambitions.

Your Role:

As a Administrative Specialist - Working Student (m/f/d), you will play a key role in ensuring the smooth processing of all documents for our clients and candidates. Our team works with a variety of external partners and stakeholders to support candidates on their path to becoming recognized healthcare professionals in Germany. Care Forward assists in the entire process—from applying for the necessary education vouchers from the Federal Employment Agency to onboarding and post-course processes. You will act as the bridge between Care Forward, candidates, employers, and external partners, taking on a variety of administrative tasks and ensuring that all documents and customer data are handled efficiently and accurately.

Your primary responsibilities will include:

• CRM & Communication: Manage CRM data, handle external communication with applicants and clients via phone, email, and inquiries.
• Document & Report Management: Create, organize, scan, and upload documents, maintaining both digital and physical filing systems.
• Logistics & Project Support: Plan logistics (e.g., travel, accommodation), provide hands-on project support, and prepare welcome packages for students.
• Candidate & Client Support: Track and update candidate documents, perform quality control, and submit documents to authorities, including the Federal Employment Agency.
• Financial Coordination: Collaborate with the finance team on invoicing, payments, and financial reporting.
• Office & Administrative Tasks: Process incoming/outgoing mail, retrieve documents, and ensure smooth office operations.
• Research & Compliance: Stay updated on policies and guidelines, especially from federal authorities, and ensure compliance.
• Team Contribution: Support team goals and assist colleagues as needed.

Your Profile:

• Excellent administrative and organizational skills.
• Strong attention to detail.
• High accuracy and task-oriented work style.
• Ability to learn quickly, adapt, and be flexible.
• Strong technical skills.
• Proactive attitude and problem-solving skills.
• Clear and efficient communication abilities.
• Energetic professional, comfortable handling multiple responsibilities.
• Experience in handling a variety of administrative and coordination tasks.
• Ability to work independently with little or no supervision.
• Enjoyment of the administrative challenges that come with supporting an office with diverse team members.
• Fluent in German (C1) and English (C1) (Spanish would be a plus).

Additional Skills:

• Previous experience in office administration, as a clerk, HR assistant, or in a similar role would be a great advantage.
• Proficiency in Google Workspace, particularly in Google Spreadsheets is a requirement.
• Any additional experience with platforms and CRM systems would be a strong plus.

What We Offer You:

• Valuable Work Experience - Gain hands-on experience in a fast-growing startup within the healthcare and education industry.
• Flat-hierarchy startup environment - With the opportunity for growth, coupled with a comprehensive onboarding and regular feedback.
• Premium Location - We work in a bright and modern workspace located directly next to the U8 in Kreuzberg, Berlin. If you’re not located in Berlin, a WFH option is available.
• Healthcare Education: You will work at the intersection of education, healthcare, and digitalization simultaneously.
• English as an official language - Our office language is English, to support an international team.
• Diversity - Care Forward champions diversity and inclusion in our Berlin office and a commitment to hiring the best candidates, regardless of race, age, country of origin, gender, ability or sexual orientation.
• Flexible Office Culture: We believe the most inspired work comes from employees with a healthy work-life balance, which is why we offer a hybrid working model to improve commute times, out of work appointments and family needs.
• Subsidized sports membership + Corporate Discounts: All Care Forward employees receive full access to a discounted Urban Sports Club membership as well as hundreds of discounts on popular brands and services through Corporate Discounts.
• Meet-ups and team gatherings: For those that like to socialize outside of work, Care Forward organizes regular team events such as drinks, games, and workshops to foster stronger bonds and get to know each other outside of an office setting.

Care Forward supports diversity worldwide and seeks employees who are equally diverse. As an employer, Care Forward is committed to equal opportunities, recognizes the strength of a diverse workforce, and encourages applications from individuals with different experiences, perspectives, and backgrounds.

We are looking forward to your application!